Operations Manager, Institute of Cognitive Science (ICS)

Requisition Number: 57404

Location: Boulder Colorado

Employment Type: University Staff

Schedule: Full Time

Posting Close Date: 08-Jul-2024

Date Posted:

Job Summary

The Institute of Cognitive Science (ICS) welcomes applications for the ICS Operations Manager within the ICS Academic, Organizational, and Administrative (AO&A) Team. The Operations Manager leads the AO&A team and provides executive support for ICS Leadership and the entire Institute in two physical locations (one on main campus and one on East campus).

The Operations Manager works directly under the ICS Associate Director and oversees at least two permanent administrative assistants and student workers. This position regularly works with others outside of the supervisory chain to collect and exchange information from university and non-university contacts. This includes providing guidance on tutorials and trainings to Institute members including staff, faculty, and students regarding Institute and CU policies and procedures with regard to a variety of complex tasks, including purchasing, personnel management, visa processes for international members, and facilities. This also includes processing student awards; and verification of earned degrees and certificates, working in conjunction with the Registrar. This position also troubleshoots and problem-solves independently and in group settings, with often an immediate need for a decision to be made. As such, problem-solving is an expected skill and function of this position. This position works independently and in the context of established practices, with business/finance managers and project/research staff to ensure the careful and correct execution of a complex array of operational processes at the Institute and its multiple centers.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The mission of the Institute of Cognitive Science (ICS) (https://www.colorado.edu/ics/) at CU Boulder is to understand and enhance human cognition, learning, and development through the creation of interdisciplinary partnerships. ICS fosters rich scientific interchange across researchers from a broad range of fields including Artificial Intelligence, Linguistics, Psychology, Neuroscience, Computer Science, Philosophy, and Education.

What Your Key Responsibilities Will Be

Academic

This position is responsible for the management of ICSs academic programs, working with the ICS Director of Academic Programs (ICS Associate Director) to implement, maintain, and improve processes and procedures for the ICS academic programs (undergraduate certificate, graduate certificates and PhDs). As such, this person needs to maintain excellent relationships with ICS partner departments (e.g., Computer Science, Psychology, etc.) and the CU central offices (e.g., Graduate School, Registrars Office) to ensure that ICS program students can enroll in classes, receive proper credit, and have their programs acknowledged on their transcript. This includes, but is not limited to:

• Contacting partner department undergraduate and graduate coordinators to follow through on paperwork for ICS programs

• Collaborating closely with partner departments to ensure courses are appropriately listed and described on ICS website (and vice versa)

• Following up with partner department contacts to arrange meetings for special cases or exceptions as needed

• Ensuring ICS files and processes are up to date with the latest university regulations for academic programs as well as student graduations and completions

Organizational

This role is part of the Leadership team within ICS, acting as a bridge between their direct-reports team to the Associate Director and Director of the Institute. They ensure operational efficiency and efficacy across the entire organization. They attend regular meetings with ICS Leadership.

This role is the face of the Institute: they are on-campus (at one of two physical ICS locations) 3-4 days/week to manage requests, queries, and issues that arise for Institute membership. This role also identifies problems in established procedures based on unforeseen circumstances. This position takes a lead role in defining a solution or set of solutions for the Institute and administrative team when problems arise; they create, implement, and modify (as needed) policies and procedures for their team and in collaboration with the Associate Director and Finance team for the Institute. They will work collaboratively in a team environment and provide direction to their administrative team. They are responsible for training specific approved/established processes for their team and disseminating that information.

Personnel Supervision, Management, and Administration

This position has direct supervisory and managerial responsibility over the administrative team and staff. The position facilitates HR actions for all Institute staff and members in coordination with direct supervisors of those members.

• Assign and review work to ensure completion of organizational objectives

• Performance tracking and evaluation across the institute, in coordination with ICS leadership and supervisors

• HR support for tenure-track faculty: collaborating closely with Office of Faculty Affairs to ensure appropriate documentation and actions

• ICS executive committee support (onboarding, maintaining files, etc.)

• ICS new fellows and affiliates support (onboarding, maintaining files, etc.)

• ICS elections support (maintains vote language aligned with OFA recommendations; maintain/update eligible voter lists based on election; creates, distributes, and tabulates online ballots)

• ICS visa support to international membership, in coordination with ICS leadership, ICS finance team, and International Student and Scholar Services

Administrative

This position provides daily management of administrative processes across the Institute as the lead of the ICS AO&A team. This includes, but is not limited to:

• Facilities Management of two physical locations, including but not limited to: C-Cure management, IT problem-solving, supply tracking and ordering (e.g., office, IT supplies), managing building issues and security with building managers, access issues [key ordering/tracking, Buff Card access], inventory management, building support [managing/monitoring shared equipment/space arrangements in conjunction with Associate Director]

• Purchasing/financial documentation for the Institute (PCard/Marketplace/other purchases for ICS; appropriate allocation of expenses; management and oversight of petty cash checks; purchases for ICS student research awardees)

• Travel arrangements for ICS guests/visitors (e.g., ICS colloquium speakers/faculty searches) and ICS students (ICS student travel awardees)

• In-person support of institute events, including but not limited to the organization/management of weekly colloquium throughout the academic year in partnership with ICS Associate Director (organizing food/drinks; ensuring updating of website with title/abstract/bios; working with ICS Topics instructor for readings, etc.), as well as lab/center/research group events as needed

What You Should Know

• This position offers a primarily on-site work modality with at least four days per week on campus to support in-person duties and events with the flexibility to work remotely one day per week.

What We Can Offer

The hiring range for this position is $65,000-$75,000 annually. Relocation is available for eligible candidates.

Benefits

The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/benefits) , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder (https://www.colorado.edu/about) .

Be Statements

Be ambitious. Be groundbreaking. Be Boulder.

What We Require

• Bachelor's degree and two years of relevant administrative experience. An equivalent combination of education and experience may substitute.

What You Will Need

• Ability to collaborate on shared tasks and close attention to detail.

• Excellent teamwork skills and the ability to work independently.

• Willingness to continually build knowledge of the position and Institute procedures.

• Ability to complete tasks thoroughly and consistently after procedures are learned.

• Ability to manage multiple, ongoing tasks, and to respond professionally to interruptions and adjustments to priorities.

• Ability to communicate effectively with a diverse population of faculty, staff, and students.

• Ability to identify priorities and complete the most urgent and important tasks first.

• Critical thinking and judgment to determine when additional information and/or guidance is needed from the supervisor to complete an assignment.

Special Instructions

To apply, please submit the following materials:

1. A current resume.

2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by 7/8/ 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Operations-Manager-Institute-of-Cognitive-Science-ICS/57404 (https://apptrkr.com/5344523)

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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.